QSSR-EA-EXECUTIVE ASSISTANT TO THE MANAGING DIRECTOR (MD)

JOB SUMMARY

The Executive Assistant will play a pivotal role in supporting the MD, not just through administrative duties but by contributing to the strategic management of the executive office. This role requires high-level organizational insight, effective decision-making support, and the ability to anticipate the needs of the MD. The Executive Assistant will act as a key liaison between the MD and internal/external stakeholders, ensuring alignment with the company’s strategic objectives and facilitating smooth operations. The ideal candidate will proactively manage the MD’s priorities, streamline processes, and provide critical insights to ensure the MD’s time is focused on high-impact initiatives

JOB DETAILS

Key Responsibilities

• Proactively manage the MD’s schedule, ensuring alignment with the company’s strategic priorities. Anticipate scheduling conflicts, prioritize high-impact meetings, and provide recommendations on time allocation.
• Serve as a primary point of contact between the MD and key internal and external stakeholders. Facilitate clear communication to ensure strategic initiatives are communicated effectively and deadlines are met.
• Prepare materials for executive meetings, ensuring the MD is well-informed on critical issues. Oversee agenda creation, take accurate minutes, and ensure timely follow-up on action items to maintain accountability across departments.
• Research, gather, and synthesize data or information needed for decision-making. Provide analysis and insights on key initiatives to assist the MD in making informed decisions.
• Track the progress of high-priority initiatives and cross-departmental projects. Provide regular updates to the MD and ensure project timelines and deliverables are on track.
• Draft high-level correspondence, reports, and presentations for the MD, ensuring messaging aligns with the company’s strategic objectives. Manage inbound and outbound communications to reflect the MD’s priorities.
• Build and maintain relationships with clients, partners, and key stakeholders on behalf of the MD. Ensure the MD is informed of relationship dynamics and strategic opportunities.
• Plan and organize MD’s travel arrangements, ensuring that travel logistics are aligned with business objectives. Oversee the planning of high-profile meetings, events, and client engagements.
• Work closely with the MD to ensure the progress of strategic initiatives is tracked and evaluated. Provide insights and recommend adjustments as necessary to optimize outcomes.
• Handle sensitive information with the utmost discretion, ensuring that all documentation, decisions, and strategies are stored and communicated securely.

REQUIREMENTS

Qualifications and Experience

• Bachelor’s degree in business administration or a related field.
• At least 5 years of experience in a similar executive support role.
• Demonstrated ability to manage multiple tasks and work independently.

Skills

• Ability to anticipate the needs of the Managing Director, prioritize tasks, and align executive support with the company’s strategic objectives.
• Leadership and Initiative: Demonstrated ability to take ownership of projects, drive initiatives forward, and provide proactive solutions to emerging challenges.
• High-Level Communication: Exceptional written and verbal communication skills, with the ability to convey complex information clearly and strategically to various stakeholders.
• Project Management: Strong organizational skills with experience in managing and tracking cross-functional projects. Proficiency in using project management tools to ensure timely completion and accountability.
• Analytical and Research Skills: Capability to gather, analyze, and synthesize information relevant to key business decisions, and to present insights and recommendations clearly.
• Time Management and Multitasking: Proven ability to manage multiple priorities and projects simultaneously, while maintaining high attention to detail and meeting deadlines in a fast-paced environment.
• Problem-Solving and Critical Thinking: Strong ability to identify issues, provide innovative solutions, and foresee potential obstacles that could impact the CEO’s effectiveness.
• Discretion and Confidentiality: High level of professionalism in handling sensitive and confidential information, ensuring it is protected and managed appropriately.
• Technological Proficiency: Advanced knowledge of office management software (MS Office Suite), communication tools (email/calendar management), and project management platforms (e.g., Trello).

Preferred Skills

• Strong organizational and time management skills.
• Excellent verbal and written communication.
• Ability to anticipate needs and provide proactive support.
• Discretion and professionalism in handling confidential information.
• Advanced knowledge of office management software (MS Office Suite), communication tools (email/calendar management), and project management platforms (e.g., Trello).

BENEFITS

• Competitive salary and benefits based on experience.
• Opportunities for professional growth.
• A dynamic and inclusive work environment.

Application Process

Interested candidates are invited to submit their resume (maximum of 2 pages), a 1-page cover letter, and 3 professional references